Pre-Award Grants Manager

Although open until filled, priority application date is April 26, 2024.

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

The Department of Epidemiology is a large academic and research department housed in the School of Public Health. The Department has more than 50 core faculty at the cutting edge of research regarding critical public health topics such as infectious diseases, mental health, cardiovascular disease, cancer, maternal and child health, injuries and violence, nutrition, aging, and environmental, social and genetic determinants of health.

Strong research collaborations exist locally with colleagues at the Fred Hutchinson Cancer Center, Kaiser Permanente Washington Health Research Institute, the Harborview Injury Prevention and Research Center, the Veterans' Affairs Puget Sound Health Care System, the Washington State Department of Health, the Seattle-King County Department of Health, the Bill and Melinda Gates Foundation, and elsewhere, with many of the Department's core faculty conducting research in collaboration with colleagues across the globe. The Department currently submits approximately 150 grant proposals and has approximately $20M in grant awards each year.

The Department of Epidemiology has a great opportunity for a 1.0 full-time Pre-Award Grants Manager (Payroll Title: Program Operations Specialist (E S 8)).

In collaboration with principal investigators (PIs), sponsor agencies, research partners and University research support offices, the Grants Manager is responsible for providing expertise across the breadth of pre-award policies and practices as defined by sponsors, federal and State agencies, and the University. This position is responsible for all pre-award research administration operations of the assigned research portfolio.

Pre-award responsibilities include: 1) developing and administering proposal timelines, 2) creating budgets, 3) preparing administrative portions of proposals, 4) writing technical components of proposals including budget justifications, facilities descriptions, bio-sketches and similar, 5) ensuring compliance with sponsor and University requirements, 6) quality control of applications, and 7) building and maintaining strong partnership with department faculty and staff. This position reports to the Grants and Contracts Director.

DUTIES AND RESPONSIBILITIES

Pre-Award Grant Management and Oversight (85%)

Lead continuous process improvement of comprehensive pre-award activities, including designing and implementing new processes and systems for budget oversight and management. As related, establish and implement improved procedures and methods for monitoring pre-award budgets/contracts and for collecting, analyzing, interpreting, and disseminating information with Department-wide impact to leadership within Epidemiology and the School of Public Health.

Work strategically with Epi PIs to identify and apply for grants that support current and future research initiatives. Working with Department faculty, other campus units, and collaborative/subcontract institutions, prepare complex proposal budgets and other administrative sections, and compile sponsored required data/documentation for grant and contract proposals.

Ensure successful proposal submission and ensure compliance by exercising independent judgement interpreting and applying sponsor, UW, federal and state policies, rules and regulations with grant/contract preparation and implementation.

Interpret funding agency regulations and UW policies, and advise PIs and project personnel.

Manage the proposal process from start to finish ensuring that all sponsor requirements are adhered to.

As part of the proposal process with PIs, proactively identify administrative salaries that can be included as direct costs in the proposal budget. Ensure these administrative salaries are included in proposal submission, and keep the Department's Administrator and Grants Director updated of these costings. Subsequently, ensure these costings are applied to awarded projects, coordinating as needed with the Post-Award Grants Manager.

Facilitate the review and processing of Non-Disclosure Agreements (NDAs), Data Use Agreements (DUA), Intellectual Property (IP) agreements, and Individual Professional Agreements (IPAs).

Review and approve proposals for the Department where Epidemiology faculty, staff or resources are involved, or when Epidemiology is the organization receiving the funding.

Work closely with researchers and faculty to compile and organize all required Just-In-Time (JIT) materials, including but not limited to biosketches, other support, institutional commitment letters, and any additional requested information.

Coordinate and manage Award Setup Requests (ASRs) and Modifications.

Coordinate and manage the setup of subawards, collaborating with subcontractors to ensure compliance with University and funding agency terms and conditions.

Coordinate and manage the setup of staff assignments for faculty and students.

Obtain, review, and maintain documentation related to cost share report.

Collaborate with other Department personnel who lead oversight of training grant tasks, providing support where needed.

Assist PIs with strategic planning regarding funding and resource allocation for current awards and pending proposals.

Guide and train Epi faculty and students on pre-award processes and policies; ensure PIs are in compliance with federal, state, and UW policies, procedures, and regulations.

Resolve matters related to pre-award financial activities.

Develop and maintain close relationships with both internal and external research sponsors and partners.

Post-Award Grant Management (10%)

Assist and provide backup to the Department's Post-Award Grants Manager and Grants Director related to managing the complex financial and administrative components of sponsored research projects for PI research portfolios.

Knowledgably follow sponsor guidelines as detailed in award agreements.

Liaise with PIs on post-award matters.

Other (5%)

Other duties, as assigned, that support the overall success of grant and finance activities in the Department.

MINIMUM REQUIREMENTS

Bachelor's Degree in Business, Research Administration, or related field.

Minimum 3 years of experience in research administration, including pre-award proposal submission of grants and contracts. Prior experience should include complex budgets, sub-awards, and negotiating effectively with sponsors.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS

Demonstrated attention to detail and proven ability to manage multiple projects in an organized, thorough, and timely fashion against pre-determined goals and deadlines.

Experience with federal sponsors such as NIH, DOD, and CDC, as well as nonfederal sponsors such as the Bill and Melinda Gates Foundation.

Ability to synthesize and communicate budget and policy information to scientists.

Demonstrated ability to maintain harmonious relationships and effectively address complex and sensitive administrative issues.

A proactive ability to problem solve and communicate with a desire to improve systems.

Demonstrated ability to organize complex tasks.

High proficiency in MS Office Suite (including Word, Excel, and Outlook), in addition to the ability to quickly learn and apply new or unfamiliar technologies.

Demonstrated commitment to valuing diversity and contributing to an inclusive working and learning environment.

DESIRED QUALIFICATIONS

Prior experience in basic science and/or clinical research program in a large academic institution.

Working knowledge of UW policies and procedures, particularly related to grants and contracts, and experience working with staff from UW operational offices (e.g., OSP, GCA, etc.).

Prior experience with eRA Commons, ASSIST, and Grants.gov.

Prior experience with UW systems, specifically SAGE and Workday Finance.

Knowledge of applicable compliance requirements related to human subjects in research, financial conflict of interest, etc.

Prior experience using project management tools, such as Asana.

CONDITIONS OF EMPLOYMENT

It is often necessary to respond to deadlines with short lead times.

May occasionally need to work outside of the normal 40-hour workweek in order to respond to deadlines.

Application Process: The application process may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.

These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select "Apply to this position". Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you your "My Jobs" page. If you select to take it later, it will appear on your "My Jobs" page to take when you are access ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.